Team Administrative Assistant – RDS R&D Computational Science & Informatics

An adaptable, tech-forward Executive Assistant supporting the leadership team within RDS R&D Computational Science and Informatics (CSI). This role drives high-level administrative, operational, and event management operations while leveraging modern AI productivity tools to optimize executive workflows, synthesize key information, and reduce administrative overhead across the department.

• Executive & Leadership Support:
  Provide high-level administrative and operational support to CSI Chapter Leads and senior executives, proactively managing complex calendars, priorities, and daily operations.
• Event & Travel Coordination:
  End-to-end planning and execution of domestic and international travel itineraries, leadership offsites, large-scale department events, and multi-party conferences.
• Departmental Operations:
  Serve as the primary point of contact for administrative inquiries. Manage vendor relationships, candidate interview scheduling, office space planning/moves, and supply inventory.
• Financial & Expense Management:
  Assist with budget preparation, expense tracking, purchase order (PO) creation, and invoice reconciliation to ensure seamless financial operations.
• Document Management & Communications:
  Draft, edit, and format high-impact memos, presentations, reports, and documentation by aggregating and synthesizing data from cross-functional sources.
• Process & AI Optimization:
  Continuously evaluate and streamline administrative workflows using modern digital tools and generative AI to reduce team friction and enhance productivity.
• Systems Leadership:
  Represent the department with high polish and professionalism; serve as the administrative lead for new systems, processes, platforms, and training compliance.
• Cross-Functional Collaboration:
  
  Actively participate in administrative communities of practice to share best practices, implement modern working methods, and support cross-departmental initiatives.
• Discretion & Judgment:
  Exercise sound business judgment, independent initiative, and strict confidentiality when handling sensitive organizational and leadership matters.

• Education & Experience:
  
  Bachelors degree (or equivalent experience) paired with 5+ years of senior executive administrative experience in complex, fast-paced corporate or R&D environments.
• Productivity Tools:
  Advanced proficiency in modern cloud-based productivity suites (Google Workspace and/or Microsoft 365).
• AI Fluency:
  Hands-on experience using generative AI platforms (e.g., ChatGPT, Gemini) and prompt writing techniques to synthesize information, automate routine workflows, and collaborate effectively with AI-fluent leadership.
• Organization & Execution:
  Exceptional organizational skills, meticulous attention to detail, and a proven ability to prioritize and execute under shifting timelines.
• Communication & Discretion:
  Poised written and verbal communication skills with a strong track record of managing confidential and sensitive strategic information.

Pay ranges between 40-46/hr based on experience